PUB98: How to Create a Mail Merge in Publisher 98 from an Access 97 Query (216788)


The information in this article applies to:

  • Microsoft Publisher 98
  • Microsoft Access 97
This article was previously published under Q216788

SUMMARY

This article describes how to use query data from Microsoft Access 97 in conjunction with a Microsoft Publisher 98 mail merge.

MORE INFORMATION

NOTE: If you have already generated a query in your database, start Microsoft Access, open the .mdb file containing the query, click the Queries tab, and from the View menu, click Design View, then skip to step 5.
  1. Open Microsoft Access.
  2. On the File menu, click Open Database. Locate and open the .mdb file that your query will be based on.
  3. Select the Queries tab, click New, and create the query. Be sure to select the appropriate table to base the query on.
  4. Once the query has been created, from the View menu, click Design View.
  5. On the Query menu, click Make-Table Query.
  6. In the Make Table dialog box, type a name for the new table, click Current Database, then click OK.
  7. On the Query menu, click Run. In the dialog box prompting you to paste the rows into a new table, click Yes .
  8. Close the Query window. If you are prompted to save changes to the design, click Yes.
  9. Click the Tables tab and the new table should appear with the name give in Step 6.

    NOTE: Microsoft Publisher can do a mail merge from an Excel spreadsheet (.xls). If you would like to save your Access query as an Excel document, highlight the new table name on the Tables tab. On the File menum, click Save As/Export. Select to save an External File or Database, and click OK. Type a file name, and click to select (*.xls) in the Save as Type dialog box. Click Export.
  10. Close Microsoft Access.
  11. Open Microsoft Publisher to a new or existing publication you want to use for mail merge. Insert a text frame, click Mail Merge, then click Open Data Source.
  12. In the Open Data Source dialog box, select Merge information from a file I already have.
  13. Select the appropriate .mdb file from Access and click Open.
  14. In the Choose Table dialog box, highlight the table name that you created in step 6. Click OK.
  15. Select the fields to insert for your mail merge.
  16. Arrange the fields within the text frame.
  17. On the file menu, click Mail Merge, then click Merge.
Modification Type:MajorLast Reviewed:5/8/2003
Keywords:kbhowto kbinterop kbmerge KB216788
©2002 Microsoft Corporation. All rights reserved.